Fast and accurate, that’s the two qualities of the effect of computerization of the systems in a company. One of the system that I will recommend for company to automate is the management of their expenses. This reduces the steps undergoing by the company in preparing expense reports and processing it.
A usual manual process involves an employee prepares an expense reports containing the expense claim which is usually manually written in paper or encoded in a spreadsheet software. Then, the employee will forward this report, along with the relevant receipts (and other supporting documents / proofs of the transaction), to their manager for approval. After the approval of the of the claim by the manager, the report will be forwarded to the accounts department for processing. The accounting staff/clerks then key-in each expense item into the company’s finance system before filing the claim and receipts away. This will be a duplication of the previous tasks that encoded the data to the computers.
That’s why it is very practical to impose an expense management software that automatically generate the report and eliminates paper work. There will be no duplication of encoding and data can be accessed easily. There are two ways of acquiring such system. One is through purchasing a licensed software to be implemented in the company. This is more applicable to large companies. However, for small to medium size companies, this will be very expensive for them. This is because the organization should invest for its installation and management cost.
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